The path from considering an international medical program to completing it involves more moving parts than most patients initially expect. Astramedica's coordination process is designed to organize those parts into a clear, manageable sequence — starting from the Virginia headquarters and extending through the full journey to Istanbul and back.
Phase 1: US-based intake and initial consultation
The coordination process begins at Astramedica's Virginia headquarters. During the intake phase, the coordination team collects high-level information about the patient's area of interest, general goals, and timeline preferences. This is not a clinical evaluation — it is an organizational step that helps route the inquiry to the appropriate partner clinic and specialty pathway.
Patients can communicate via phone, email, or the secure inquiry form. The intake process is designed to be straightforward and respectful of the patient's time. No medical records are requested at this stage unless the patient volunteers them.
Phase 2: Partner clinic matching and independent clinical review
Based on the intake information, the coordination team identifies the most relevant partner clinic and specialist. The patient's case is then presented to the independent physician at that facility for clinical review.
This is the phase where clinical authority takes over. The physician evaluates candidacy, may request additional information or imaging, and determines whether the patient is suitable for the program. Astramedica facilitates communication during this phase but does not influence clinical judgment.
Phase 3: Travel planning and logistics coordination
Once the clinical review confirms candidacy and the patient decides to proceed, the logistics phase begins. The coordination team assists with travel window selection, accommodation planning, airport transfer arrangements, and scheduling alignment with the partner clinic.
This phase is often where coordination adds the most tangible value. Patients do not need to navigate a foreign booking system, negotiate hotel rates, or coordinate clinic appointments across time zones. The coordination team handles these details and presents the patient with a consolidated itinerary.
- Flight timing guidance aligned with the clinical schedule
- Vetted accommodation selection in proximity to the partner clinic
- Private airport transfers and local transportation
- Scheduling confirmation with the partner facility
- Pre-departure checklist and documentation reminders
Phase 4: On-ground support in Istanbul
Upon arrival in Istanbul, patients are met by the coordination support team. On-ground services include private airport pickup, hotel check-in assistance, translation support during clinical appointments, and real-time scheduling coordination with the partner clinic.
Throughout the stay, patients have access to a dedicated coordination contact who can address logistical questions, relay non-clinical concerns, and help navigate daily practical needs in an unfamiliar city.
Phase 5: Post-journey follow-up and continuity
The coordination process does not end when the patient boards the return flight. Post-journey support includes follow-up communication to ensure the patient has received any discharge instructions, coordination of remote consultations if the partner clinic recommends them, and assistance with any documentation the patient may need for their records at home.
This continuity bridge is particularly important for patients who may have questions in the days and weeks following their return to the US.
Frequently Asked Questions
How long does the full coordination process typically take?+
Timelines vary based on the program type, clinical review requirements, and the patient's own scheduling preferences. Most coordination processes span two to six weeks from intake to travel.
Do I need to visit the Virginia office in person?+
No. The intake and coordination process can be conducted entirely remotely via phone, email, or secure digital communication.
What if the independent physician determines I am not a candidate?+
If the physician declines the case, the coordination team can discuss alternative options or partner clinics if appropriate. The clinical decision is always respected.
Is there a single point of contact throughout the process?+
Yes. Patients are assigned a dedicated coordinator who manages communication from intake through post-journey follow-up.
